Alt text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Tip: You can also add ScreenTips that appear when your cursor hovers over a cell that includes a hyperlink.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

Add alt text to images, such as pictures, screenshots, icons, videos, and 3D models, so that screen readers can read the text to describe the image to users who can't see the image.

Do one of the following:

Right-click an image, and select Edit Alt Text.

Select the image. Select Format > Alt Text.

The Alt Text pane opens on the right side of the document body.

Type 1-2 sentences to describe the image and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to shapes or SmartArt graphics

Do one of the following:

Right-click a shape or SmartArt graphic, and select Edit Alt Text.

Select the shape or SmartArt graphic. Select Format > Alt Text.

Note: To add alt text to the entire shape or SmartArt graphic, click the border of the shape or SmartArt graphic, and not an individual shape or piece.

The Alt Text pane opens on the right side of the document body.

Type 1-2 sentences to describe the shape or SmartArt graphic and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to PivotCharts

Right-click a PivotChart.

Select Edit Alt Text.

The Alt Text pane opens on the right side of the document body.

Type 1-2 sentences to describe the PivotChart and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Make visuals decorative

If your visuals are purely decorative, such as stylistic borders that add visual interest but aren't informative, you can mark them as such without needing to write any alt text. People using screen readers will hear that these are decorative, so they know they are not missing any important information. When the document is exported to a PDF file, decorative elements will be marked within the PDF file with artifact tags, which are skipped over by screen readers.

Right-click a visual.

Select Edit Alt Text. The Alt Text pane opens on the right side of the document body.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

Add alt text to images, such as pictures, screenshots, icons, videos, and 3D models, so that screen readers can read the text to describe the image to users who can't see the image.

Do one of the following:

Right-click an image, and select Edit Alt Text.

Select the image. Select Format > Alt Text.

The Alt Text pane opens on the right side of the document body.

Type 1-2 sentences to describe the image and its context to someone who cannot see it.

Tip: Save time and add an alt text generated by the system to the image. In the Alt Text pane, select Generate a description for me. Then edit the automatic alt text to better suit the content.

Add alt text to shapes or SmartArt graphics

Do one of the following:

Right-click a shape or SmartArt graphic, and select Edit Alt Text.

Select the shape or SmartArt graphic. Select Format > Alt Text.

Note: To add alt text to the entire shape or SmartArt graphic, click the border of the shape or SmartArt graphic, and not an individual shape or piece.

The Alt Text pane opens on the right side of the document body.

Type 1-2 sentences to describe the shape or SmartArt graphic and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to PivotCharts

Right-click a PivotChart.

Select Edit Alt Text.

The Alt Text pane opens on the right side of the document body.

Type 1-2 sentences to describe the PivotChart and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Make visuals decorative

If your visuals are purely decorative, such as stylistic borders that add visual interest but aren't informative, you can mark them as such without needing to write any alt text. People using screen readers will hear that these are decorative, so they know they are not missing any important information. When the document is exported to a PDF file, decorative elements are marked within the PDF file with artifact tags, which are skipped over by screen readers.

Right-click a visual.

Select Edit Alt Text. The Alt Text pane opens on the right side of the document body.

Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image.

Right-click an image.

Select Size & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to SmartArt graphics

Right-click a SmartArt graphic.

Select Size & Properties.

On the Shape Options tab, select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to shapes

Add alt text to shapes, including shapes within a SmartArt graphic.

Right-click a shape.

Select Size & Properties.

On the Shape Options tab, select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to PivotCharts

Right-click a PivotChart.

Select Format Chart Area > Chart Options > Size & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Make hyperlinks, tables, and sheet tabs accessible

The following procedures describe how to make the hyperlinks, tables, and sheet tabs in Excel spreadsheets accessible.

Add hyperlink text and ScreenTips

ScreenTips are small windows that display descriptive text when you rest the pointer on the hyperlink.

Select the cell where you want to add a hyperlink.

On the Insert tab, select Link.

In the Text to display box, the content of the cell you selected is displayed. This is the hyperlink text. To change it, type the new hyperlink text.

In the Address box, add the hyperlink URL.

Select the ScreenTip button and, in the ScreenTip text box, type the text of the ScreenTip.

Click OK > OK.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Use accessible text color

Here are some ideas to consider:

Ensure that the text displays well by using the Automatic setting for font colors. Select the cells that contain text, and then select Home > Font Color > Automatic.

Use the Accessibility Checker, to analyze the spreadsheet and find insufficient color contrast. It checks the text in the spreadsheet against the following things:

Alt text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Tip: You can also add ScreenTips that appear when your cursor hovers over a cell that includes a hyperlink.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image.

Right-click an image.

Select Edit Alt Text…. The Alt Text pane opens.

Type 1-2 sentences to describe the image and its context to someone who cannot see it.

Tip: To spell-check the word you just typed, right-click the word and select an option from the list.

Add alt text to shapes or SmartArt graphics

Right-click a shape or SmartArt graphic.

Tip: You have to right-click somewhere inside the frame that surrounds the entire shape or SmartArt graphic, not inside one of its parts

Select Edit Alt Text…. The Alt Text pane opens.

Type 1-2 sentences to describe the shape or SmartArt graphic and its context to someone who cannot see it.

Tip: To spell-check the word you just typed, right-click the word and select an option from the list.

Add alt text to PivotCharts

Right-click a chart.

Tip: You have to right-click somewhere inside the frame that surrounds the entire chart, not inside one of its parts

Select Edit Alt Text…. The Alt Text pane opens.

Type 1-2 sentences to describe the chart and its context to someone who cannot see it.

Tip: To spell-check the word you just typed, right-click the word and select an option from the list.

Make visuals decorative

If your spreadsheet has visuals that are purely decorative, you can mark them as such without needing to write any alt text. When a screen reader finds such an image, it simply announces they are decorative, so the user knows they are not missing any information.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as pictures, and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image.

Right-click an image.

Select Format Picture > Size & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to SmartArt graphics

Right-click a SmartArt graphic.

Select Format Shape > Shape Options > Size & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to shapes

Add alt text to shapes, including shapes within a SmartArt graphic.

Right-click a shape.

Select Format Shape > Shape Options > Size & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to PivotCharts

Right-click a PivotChart.

Select Format Chart Area > Chart Options > Size & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Make hyperlinks, tables, and sheet tabs accessible

The following procedures describe how to make the hyperlinks, tables, and sheet tabs in Excel spreadsheets accessible.

Add hyperlink text and ScreenTips

Right-click a cell.

Select Hyperlink.

In the Text to display box, type the hyperlink text.

In the Address box, type the destination URL.

Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Use headers in an existing table

Specify a header row in a block of cells marked as a table.

Position the cursor anywhere in a table.

On the Table tab, select the Header Row check box.

Type column headings.

Add headers to a new table

Specify a header row in a new block of cells you are marking as a table.

Select the cells you want to include in the table.

On the Insert tab, select Table.

Select the My table has headers check box.

Select OK.
Excel creates a header row with the default names Column1, Column2, and so on.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Alt text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank rows and columns in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Add alt text to images and charts

The following procedures describe how to add alt text to images and charts in your Excel Online spreadsheets. To add alt text to tables, use a desktop version of Excel.

Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator.

Add alt text to images

Right-click the image, and then select Alt Text to open the Alternative Text dialog box.

Revise the text in the Description text box.

Select OK.

Add alt text to charts

Right-click the chart, and then select Alt Text to open the Alternative Text dialog box.

Add text in the Description text box.

Select OK.

Make hyperlinks, tables, and sheet tabs accessible

The following procedures describe how to make the hyperlinks, tables, and sheet tabs in Excel Online spreadsheets accessible.

Add hyperlink text

Right-click a cell.

Select Hyperlink.

In Display Text, type the text that people will click on. Then, depending on the type of link you want to use, do one of the following:

In URL, type or paste the address.

In Place in this document, type the location of the cell you want to link to. For example, A6.

In Email address, type the email address in the format of someone@example.com.

Click OK.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Note: Use these same steps to add a header to cells in an existing table.

Give the workbook a meaningful name

Select File > Save As.

Select Save As, and then type a name for the file. Create a name that provides a hint about what kind of data the file contains. If possible, include the date as part of the name.

(Optional) Select the Replace existing file check box.

Select OK.

Note: If you want to rename a file, select Rename, type the name for the file, and select OK.

Rename sheet tabs

Right-click a sheet tab, and select Rename.

Type a brief, unique name for the tab that's descriptive of its contents.

Select OK.

Delete sheet tabs

Right-click a sheet tab.

Select Delete.

Select OK.

Use the Accessibility Checker in Excel Online

Select the Review tab.

Select Accessibility Checker.

Review the results in the Accessibility Checker. Results are categorized based on the severity of the issue found, as follows:

Errors. Includes content that is very difficult or impossible for people with disabilities to understand.

Warnings. The content is challenging for people with disabilities to understand.

Tips. Tips let you know that, even though people with disabilities can understand the content, it could be better organized or presented to improve their experience.

Fix the issues.

Note: The Accessibility Checker inspects your document for all issues that can be fixed in the browser. For a complete inspection, open your document in the desktop app and use the desktop accessibility checker for Windows or Mac.

See also

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.